Setup workflow email from another user

Smart CRM & Sales Hub Tips, Tricks & Best Practices
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1

I am currently working on a business need that revolves around one of our Deal Pipelines. The pipeline is based on Company records and has Associated Contact record(s). This user wants to automatically send an email to the Contact if the Deal has been at “PLT Outreach” stage for more than 2 weeks. First question is am I able to set this up from my account for the email to come FROM another user to this Contact? Also is this even possible to setup a workflow and have it go to an Associated Contact to the Deal? Thanks!

2

Hello @TChappell5 ,
Here’s a quick breakdown of what’s possible in HubSpot:

First question - Can I send an email from another user in HubSpot?
Yes, you can! When creating a marketing email (under Marketing > Email), go to the Settings tab and choose the “From” name and email address of any user who has a connected email. This way, the email appears to come from another team member, even if you set up the workflow.
Helpful similar community thread links -
https://community.hubspot.com/t5/Tips-Tricks-Best-Practices/Email-from-a-different-user-to-a-contact/m-p/1010835
https://community.hubspot.com/t5/Email-Marketing-Tool/Changing-the-default-send-from-email-address-and-name/m-p/753762
Second question - Can I trigger a workflow based on a deal stage and automatically send an email to the associated contact?

Yes! Create a deal-based workflow with these steps:

  • Trigger: Deal is in the “PLT Outreach” stage
  • AND has been in that stage for over 2 weeks
  • Action: “Send email to associated contact”, this will send the email to the Primary contact linked to the deal.

Helpful links -

https://community.hubspot.com/t5/Sales-Hub-Onboarding/Create-Workflow-for-a-specific-change-in-Deal-Stage/m-p/765652
https://community.hubspot.com/t5/Email-Marketing-Tool/Sending-email-via-workflow-automation/m-p/815279
Hope this helps you get your workflow rolling smoothly!

3

Hi @TChappell5,

Yes, this is possible and a default functionality of HubSpot. Keep in mind however that workflows in HubSpot deliver marketing emails, not sales emails.

In other words, your first step would be to create an automated email: Send automated emails in workflows

When doing so, you can specify that the email shoudl be sent from the deal owner in the email editor settings.

Once you have the email, you can create a deal-based workflow: Create workflows

In terms of workflow configuration, there are some important nuances which are easy to miss. There are two ways to set this up:

  • Option 1
    • Enroll deals when Deal stage is any of PLT Outreach
    • In the enrollment Settings tab, unenroll the deal when Deal stage is none of PLT Outreach
    • Add a delay for 2 weeks
    • Add ‘Send email’ action (this will be sent to all associated contacts or the ones with the specified assocation label)
  • Option 2
    • Enroll deals when Date entered PLT Outreach is more than 14 days ago AND Deal stage is any of PLT Outreach
    • Add ‘Send email’ action (this will be sent to all associated contacts or the ones with the specified assocation label)

Let me know if you have any follow-up questions!